Role of the Committee

A Body Corporate must appoint a Committee at each Annual General Meeting.

In Queensland, a valid Committee consists of a minimum three and a maximum seven members, which must include a Chairperson, Secretary and Treasurer, and then if applicable, Ordinary Committee Members. There are exceptions to this rule, for example, schemes that are under the Small Schemes Module, only require a Secretary and Treasurer.

There is often confusion over what duties each Executive Committee member is expected to do, so the below information offers a suggested list of tasks that each position may be expected to perform:

CHAIRPERSON:

  • May be required to seal documents with the body corporate seal.
  • Can call meetings in the absence of the Secretary.
  • Ensure that Committee meetings and general meetings deal with the agenda items and accepts other matters raised at the meetings for consideration.
  • Chairs each meeting.
  • Declares whether or not a quorum is present, and can adjourn a meeting for lack of a quorum.
  • Does not have a casting vote at a committee meeting.
  • Rules motions out of order at general meetings if necessary.
  • Declares the results of voting at a general meeting, and states the votes for, against and abstained.

SECRETARY:

  • Calls committee and general meetings.
  • Receives committee nominations and proposed motions, and acknowledges receipt of such.
  • Issues meeting notices and minutes to all Lot owners.
  • Accepts voting papers from voters, and proxy forms.
  • Takes and distributes minutes of committee meeting and general meetings.

Noted that if there is a Body Corporate Manager engaged for the scheme, they may undertake some of the above duties as part of their agreement.

TREASURER:

  • Prepares annual budgets for the Administrative and Sinking Funds.
  • Calculates the contributions to be levied for the Administrative and Sinking Funds and any other special or interim contributions.
  • Prepares and distributes levy notices to Lot owners.
  • Undertakes recovery action for unpaid contributions.
  • Keeps the accounting records for the Administrative and Sinking Funds, and reconciles the bank account/s.
  • Prepares statements of accounts, and arranges to have them audited if required.
  • Pays/approves invoices.

Noted that if there is a Body Corporate Manager engaged for the scheme, they may undertake some of the above duties as part of their agreement.

Building towards the future

Tower Body Corporate looks forward to working with you. Call our office today on (07) 5609 4924 to speak with a qualified body corporate management professional about your strata management or body corporate services needs.

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By | 2018-06-15T15:36:46+00:00 June 15th, 2018|Body Corporate Committee, Body Corporate Manager, Commercial, Fire safety, Residential|Comments Off on Role of the Committee